Administrative Assistant - Service, Metro Office

Delaware Elevator Inc. (DEI) overall goal and continued commitment is to provide responsive service tailored to meet the individual needs of their valued customers. DEI can confidently affirm that they are large enough to solve your problems and small enough to provide personal care. DEI welcomes the opportunity to work with you. We are currently seeking an Administrative Assistant to work with our Service department.

Essential Functions Statement(s)

Will assist manager with the following:

• Answer calls and emails from Technicians and assist in any way possible.

• Create tickets for technicians as a backup when necessary.

• Create and send out all repair/safety order proposals obtaining any information needed from the Technicians and Service Managers for pricing, guidance, and specifications. Once proposals are accepted, please forward any large repairs to corporate.

• Add accepted proposals to the parts log for parts ordering. Update both logs regularly.  Forward a copy of the accepted proposal to appropriate parties and create system for tracking.

• Generate purchase orders as requested by field Technicians and manager.

• Assist with seeking pricing and availability for various parts when Technicians send part numbers/photos. Receive parts requests from the field Technicians and assist with ordering when needed.

• Schedule repair work as proposals are accepted and parts received.  Corporate will schedule the larger repairs, but this position will need to schedule any smaller repairs that the technicians require to be scheduled with the customer.

• Utilize parts spreadsheet for all ordering so all can be aware and can update when needed. Once parts are received, match the packing slip with the purchase order and note date received.    In Total database receive the parts and put with paperwork to be sent to Salisbury.

• Also when parts are received, you need to text or call the Technician to let them know the parts are in.

• Follow up with customers regarding any progress updates as needed.

• Communicate daily with office staff. Help oversee the office and keeping the workspace clean and organized including the parts room, conference space, and all common areas.

• Assist Metro team when needed to obtain security clearances for required jobsites. Continue to save all information here as well.

• Track, manage, and process Safety Orders for the Metro area. Follow up on a regular basis with customers to avoid citations being made (at least once per week with documentation of communication). Email spreadsheet updated by Friday each week to Corporate headquarters.

• Manage large accounts including generating and processing proposals (entering jobs, ordering parts needed, and advising on site Technicians when parts are received for repairs).  Also scheduling manpower each week to make sure the account is covered.

• Ship out parts to various vendors and technicians via creating shipping labels and coordinating with the UPS to pick up from office.

• Assist Management with any other duties as needed.

Position Qualifications: 

Education:

• High School diploma or General Education Degree (GED)

Experience:

• Three months related experience or training

Skills & Abilities:

• Must be proficient in Microsoft Word, Excel, and the Internet

• Must be detail oriented & organized

• Must have good customer relations skills

• Must be able to multi-task and prioritize

• Must be willing to work flexible hours when needed

• Must be able to pass a DOT physical

• Must maintain a good valid drivers license

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Wages - Benefits:

In return, you will receive compensation based on experience & skills.   We offer an excellent benefit package including medical, dental, vision (paid at 100% for employee, 50 % dependents) - retirement 401k plans, disability, life, AFLAC, wellness plans, member discounts, paid vacations & holidays; as well as continuing education throughout your career. 

AA/EOE

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